Running and delivering period prelim reports

Each period, prelim (preliminary) financial reports are run in Sage Intacct for Rackson Restaurants (RRS) and Rackson Cayenne (RCY) at both the corporate level and the individual store level. The finished reports are then saved to the internal Profit Builders OneDrive folder and delivered to the client through their SharePoint site.

Source: Prelim Reports - Running & Delivering Prelim Financial Reports - RRS & RCY.docx, with the accompanying recording Prelim Reports - Running & Delivering Prelim Financial Reports - RRS & RCY.mp4 (16m 14s).

Systems: Sage Intacct (Rackson) · OneDrive · Client SharePoint (Profit Builders FS Files)

Before you start

Confirm the current reporting period and As of date before running any reports. Reports are named using the period number — for example P06 for period 6.
Reports are run separately at the corporate entity level (one run each for RRS and RCY) and at the individual store level. Each store location must be run and stored one at a time.
Two copies of the finished reports are kept: one in the internal Profit Builders OneDrive folder, and one uploaded to the client-facing SharePoint site.

Steps

Review supporting financial reports

Before running the official prelim packages, review the underlying financials for reasonableness.

In Sage Intacct, go to General Ledger → Reports → Financial reports and search by name (for example %income statement) to pull up the Income Statement - Actual vs Prior Yr report. Confirm that the YTD Net Income Loss line ties to the GL via an Account Balance Report.

When generating the reports, make sure to use the RRS / RCY Entities location group.

Sage Intacct financial reports list filtered to income statement reports — Financial reports list filtered to income statement reports

Income statement actual vs prior year consolidated detail report — Income Statement - Actual vs Prior Yr - Consolidated Detail report output

Open the prelim report groups

Go to Reports → Reports center → All reports and search Report groups for prelim. Three groups are available:

Corp Prelim Reports - RCY
Corp Prelim Reports - RRS
Store Prelim Reports

Sage Intacct reports center with the three prelim report groups — Reports center showing the three prelim report groups

Run the Corp Prelim Reports for RRS

Click Corp Prelim Reports - RRS. In the Storage options window, confirm the As of date, set Location group to E01--Rackson Restaurants, LLC, choose the Report type (Excel), and click OK to process and store the package.

Storage options dialog for the RRS corp prelim report package — Storage options for the RRS corp prelim report package

Run the Corp Prelim Reports for RCY

Repeat the same steps for Corp Prelim Reports - RCY, this time setting Location group to E04--Rackson Cayenne, LLC.

Storage options dialog for the RCY corp prelim report package — Storage options for the RCY corp prelim report package

Run the Store Prelim Reports for each location

Click Store Prelim Reports. In the Location group field, search for and select one store or region code at a time — for example R01P01, R01P02, and so on through every open RRS and RCY store, including the DHC region codes — and click OK after each one to process and store that store's report.

This step is repeated once per store location. There is no single option to run every store at once, so work through the full location list systematically to avoid missing a store.

Selecting a store location group for the store prelim reports package — Selecting a store location group to run the Store Prelim Reports package

Confirm all reports finished processing

Go to Applications → My stored reports to see every report run listed. Wait until the Process column shows a completed PDF or Excel link instead of "In process" for every row before moving on.

My stored reports list with completed and in process runs — My stored reports list showing completed and in-process report runs

Download the corp workbooks

From My stored reports, download the Corp Prelim Reports - RRS and Corp Prelim Reports - RCY Excel workbooks. Each contains multiple report tabs, including the district comparison and the entity-level prelim income statement.

Corp prelim reports workbook district comparison tab — Downloaded Corp Prelim Reports workbook, District Comparison tab

Save the corp workbooks internally

Save each to the internal OneDrive folder:

Rackson Group - Documents \ Period Close \ Prelims \ P0X

Name each file using the existing convention — for example RRS P06 2026 Corp Prelim Reports.xlsx and RCY P06 2026 Corp Prelim Reports.xlsx.

Download and save each store PDF internally

Download the PDF for each store's prelim report and save it to the same internal Prelims period folder. Name each file using the existing convention — for example P06 2026 AC Store Prelim Reports - BKCR01P01.pdf — matching the store location code used when the report was run.

Deliver the reports to the client SharePoint site

Find the Rackson Period End Reports and Schedules SharePoint link in your credentials or reference sheet. Browse to:

Documents → FINANCIAL STATEMENTS → Rackson Restaurants LLC
  → PROFIT BUILDERS FS FILES → [current year]

Check whether a folder already exists for the current period. If not, create a new period folder (for example P06).

Client SharePoint site showing prior period folders P01 through P05 — Prior period folders (P01 through P05) on the client-facing SharePoint site

New empty P06 period folder on the client SharePoint site — New, empty period folder (P06) ready to receive the current period's reports

Upload both corp workbooks and every store PDF for the current period into this folder so the client can access the finished reports.

Do not upload internal working files, credential sheets, or anything other than the finished corp and store prelim reports to the client-facing SharePoint site.

Notify the client

Let Mike Mikos know all prelim reports have been uploaded to SharePoint, then email Mike Mikos, Steve Song, and Chad Gentry (FP&A) notifying them that reports have been delivered.

Summary

Each period: review the Income Statement and Account Balances reports for reasonableness, run the Corp Prelim Reports for RRS and RCY, run the Store Prelim Reports for every open store location, then save the finished corp workbooks and store PDFs internally and deliver them to the client through their SharePoint site.

The labor reports are delivered as part of this same upload — see Store and corp labor reports, which adds Chris Johnson to the final notification list.

RRS prelims and RCY prelims — what to review in these reports and which thresholds matter
Store and corp labor reports — the other file in the prelim package
Close calendar — the hard Wednesday prelim deadline

Before you start

Steps

Summary

Related